Executive Assistant

2 weeks ago

Parow, South Africa The Foschini Group Full time

**Job ID**:17016**Position Type**:Full-Time**Job Function**:Administration / Support**Workplace Type**:Head Office**Division**:TFG Exec Management (Operating Board)**Province**:Western Cape**Location**:Cape Town North**Suburb**:Parow (Parow)Position Description:
**Executive Assistant**

**Parow, Cape Town**

**Permanent**

**The opportunity**:
An exciting opportunity has become available for an experienced, self-motivated, meticulous and efficient individual to join TFG as an Executive Assistant.

**Responsibilities**:
Relationship Management
- Telephone calls to be screened & messages taken
- Effective relations with key stakeholders, employees, management and Ops and Supervisory Boards to be established & maintained
- Appropriate communication methods to be selected & utilized
- General queries to be handled with a high level of customer service, responding timeously & referring the query to the Director or the responsible Line Manager if necessary
- Effective handling of irate customers in some instances a professional and calm manner and ensuring that follow ups are done and the customer is satisfied
- Must be able to form strong relationships with other Board EA’s and ensure effective co-ordination especially if Board members are travelling together
- Ability to deal with highly confidential executive information
- Attend to personal matters of the Director when requested

Travel Management
- Local travel arrangement for Board Director to be organised as required
- International travel arrangements for Board Director to be captured via online system or travel office (including VISA’s, flights, accommodation car hire, forex). At least 5 years’ experience arranging extensive executive travel - especially International travel
- SAP travel orders to be raised (Extensive International travel by the Board Director)
- Travel documentation & claims to be submitted timeously

Administration
- General office administration
- Extensive Diary management
- Year-end and major holiday periods leave schedules to be co-ordinated
- Filing, scanning, shredding & photocopying and binding board packs
- Personal business for Board Director to be carried out, when required
- Stationery to be procured as and when needed
- Maintenance of company equipment to be arranged (photocopier, phones, aircon, lights, electrical fittings).
- Staff announcements & notices to be communicated
- Meeting dates for Exco & Other external stakeholders to be set for new year and Outlook invites to be sent to attendees

Event management
- Conference rooms/venues to be booked for functions, meetings, strategy sessions and breakaways.

**Requirements**:

- Matric
- Relevant Secretarial, Office Management and Administrative qualification or experience particularly at executive level
- Extensive experience working with Board Directors of listed companies
- Proficient in MS Office [Excel, Advanced PowerPoint, Word]
- Proficient in SAP / Oracle or other corporate software (advantageous)
- Business Writing skills
- Confidentiality and ability to deal with sensitive highly confidential information (especially market sensitive information)

**Key skills include**:

- High customer service orientation
- High level of Planning and organizing skills - dealing with a variety of tasks with conflicting priorities (multitasking) and delivering on time
- Diary management and scheduling
- Strong judgement and discretion
- Strong excel skills

*

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